Are You Cooperating?
Are You
Cooperating?
Bill Munch, C.P.M. Executive Director of Procurement Compliance, Outreach and Education Valley Schools Management Group
Bill Brannen, C.P.M., ACBS Purchasing Manager Creighton Elementary School District “Are You Cooperating?”©- NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
“Are You Cooperating?” Bill Munch
Legal, Procedural Approach • • • •
CPAs – Who, What, Where Codes and Rules Vendors Chapter Co-op Committee
Bill Brannen
Philosophical Approach • • • •
Social Aspects of Cooperation Vendors Relations Reciprocity Culture
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
• Cooperative Purchasing Agreement (CPA) • Scope of Work / Volume • Public Procurement Units • What about fees? • Who had opportunity to respond – Bid Lists • Quality Contracting - Lead Agency Credibility • AZNIGP Co-op Committee
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
Cooperative Purchasing Agreement (CPA) What Do I Do to Verify? • Authority • Required Elements • Legal Review • Advice of Attorney • Who Should Approve It
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
Public Procurement Units General Definition ARS 41-2631: “Local public procurement unit" means any political subdivision, any agency, board, department or other instrumentality of such political subdivision and any nonprofit corporation created solely for the purpose of administering a cooperative purchase under this article. “Public procurement unit" means either a local public procurement unit, the department, any other state or an agency of the United States.
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
Scope of Work / Volume From the School District Auditor General USFR Compliance Questionnaire: “Did the District refrain from purchasing goods or services using another district’s or cooperative’s contract in which it was not a part of the original invitation/request where the additional purchase by the District would have materially increased the estimated volume stated in the original invitation/request?”
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
What about fees? Why worry? • Authority? • How Much? • Can a fee be excessive? • Who gets the fee? • Should I care?
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
Who had the Opportunity to Respond? Bid Lists What List Should I Use? • Refer to Procurement Rules • Be responsive to contract users • Go the Extra Mile • Ask and react • Local Vendors
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
Quality Contracting – Lead Agency Credibility What Should I Consider? Did the cooperative or lead agency have the expertise, reputation and history of quality contracting for the good or service being procured? How do I ascertain this information and make this determination?
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
The AZNIGP Co-op Committee • What is it? • What are their current goals and objectives? • How can I get involved?
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
Social Aspects of Cooperation GPPCS/SAVE List Serve • Networking • Sharing of Ideas • Support • Fosters Camaraderie • Educational
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
Vendor Relations • Are We Being Fair to Vendors? • Workload Issues – Forcing Vendors to Respond to Every Solicitation • Costs – Marketing Costs Included in Pricing
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
Reciprocity • Sharing the Workload (GPPCS, SAVE) • Cooperation with Documents – Due Diligence • Creates Opportunities for Discussions – Q&A • Communication
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
Culture of Cooperating Culture is defined as: • “The beliefs, values, behavior and material objects that constitute a people’s way of life.” • “The set of shared attitudes, values, goals and practices that characterizes an institution or organization, such as a corporate culture focused on the bottom line.” • “Development or improvement education or training.”
of
the
mind
by
• “Culture is communication, communication is culture.”
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
Culture of Cooperating Ideals of Cooperative Culture
• Ethics / Beliefs • Fairness and Equity • Values • Behavior • Development through Education and Training • Communication
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
Culture of Cooperating
“TCPN”
Don’t we communicate with our language?
“Guppies” “WSCA”
“SPO”
“Mohave” “Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
We Speak Fluent Co-opinese!! “Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
Questions?
Bill Munch, C.P.M. Executive Director of Procurement Compliance, Outreach and Education Valley Schools Management Group
Bill Brannen, C.P.M., ACBS Purchasing Manager Creighton Elementary School District “Are You Cooperating?”©- NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
Cooperating?
Bill Munch, C.P.M. Executive Director of Procurement Compliance, Outreach and Education Valley Schools Management Group
Bill Brannen, C.P.M., ACBS Purchasing Manager Creighton Elementary School District “Are You Cooperating?”©- NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
“Are You Cooperating?” Bill Munch
Legal, Procedural Approach • • • •
CPAs – Who, What, Where Codes and Rules Vendors Chapter Co-op Committee
Bill Brannen
Philosophical Approach • • • •
Social Aspects of Cooperation Vendors Relations Reciprocity Culture
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
• Cooperative Purchasing Agreement (CPA) • Scope of Work / Volume • Public Procurement Units • What about fees? • Who had opportunity to respond – Bid Lists • Quality Contracting - Lead Agency Credibility • AZNIGP Co-op Committee
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
Cooperative Purchasing Agreement (CPA) What Do I Do to Verify? • Authority • Required Elements • Legal Review • Advice of Attorney • Who Should Approve It
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
Public Procurement Units General Definition ARS 41-2631: “Local public procurement unit" means any political subdivision, any agency, board, department or other instrumentality of such political subdivision and any nonprofit corporation created solely for the purpose of administering a cooperative purchase under this article. “Public procurement unit" means either a local public procurement unit, the department, any other state or an agency of the United States.
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
Scope of Work / Volume From the School District Auditor General USFR Compliance Questionnaire: “Did the District refrain from purchasing goods or services using another district’s or cooperative’s contract in which it was not a part of the original invitation/request where the additional purchase by the District would have materially increased the estimated volume stated in the original invitation/request?”
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
What about fees? Why worry? • Authority? • How Much? • Can a fee be excessive? • Who gets the fee? • Should I care?
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
Who had the Opportunity to Respond? Bid Lists What List Should I Use? • Refer to Procurement Rules • Be responsive to contract users • Go the Extra Mile • Ask and react • Local Vendors
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
Quality Contracting – Lead Agency Credibility What Should I Consider? Did the cooperative or lead agency have the expertise, reputation and history of quality contracting for the good or service being procured? How do I ascertain this information and make this determination?
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
The AZNIGP Co-op Committee • What is it? • What are their current goals and objectives? • How can I get involved?
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
Social Aspects of Cooperation GPPCS/SAVE List Serve • Networking • Sharing of Ideas • Support • Fosters Camaraderie • Educational
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
Vendor Relations • Are We Being Fair to Vendors? • Workload Issues – Forcing Vendors to Respond to Every Solicitation • Costs – Marketing Costs Included in Pricing
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
Reciprocity • Sharing the Workload (GPPCS, SAVE) • Cooperation with Documents – Due Diligence • Creates Opportunities for Discussions – Q&A • Communication
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
Culture of Cooperating Culture is defined as: • “The beliefs, values, behavior and material objects that constitute a people’s way of life.” • “The set of shared attitudes, values, goals and practices that characterizes an institution or organization, such as a corporate culture focused on the bottom line.” • “Development or improvement education or training.”
of
the
mind
by
• “Culture is communication, communication is culture.”
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
Culture of Cooperating Ideals of Cooperative Culture
• Ethics / Beliefs • Fairness and Equity • Values • Behavior • Development through Education and Training • Communication
“Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
Culture of Cooperating
“TCPN”
Don’t we communicate with our language?
“Guppies” “WSCA”
“SPO”
“Mohave” “Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
We Speak Fluent Co-opinese!! “Are You Cooperating?”© - NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
Questions?
Bill Munch, C.P.M. Executive Director of Procurement Compliance, Outreach and Education Valley Schools Management Group
Bill Brannen, C.P.M., ACBS Purchasing Manager Creighton Elementary School District “Are You Cooperating?”©- NIGP-Capitol Chapter 2013 Regional Conference, October 10, 2013
